OFFICE OF THE DEAN

JUNIOR DIVISION

 

ADMINISTRATIVE FILES, 1977-1989 (OBSOLETE)

This series contains photocopies of annual reports sent to Office of the Vice-Chancellor, campus and off-campus correspondence, photocopies of meeting minutes, off-campus near-print informational material, photocopies of news clippings, file notes, photocopies of Strategic Plan sent to Board of Regents, photocopies of request worksheets, and schedules.

RETENTION: Transfer to the University Archives.

 

ADMINISTRATIVE SECRETARY WORKING FILES

This series contains campus and off-campus correspondence, master forms, meeting minutes generated here and received from campus offices, campus and off-campus near-print informational material, newspaper clippings received from off campus, photocopies of Position Descriptions, computer-generated Academic Disposition of New Freshmen received from Admissions, computer-generated Summary ACT Composite Score for Probation received from Administrative Information Services, photocopies of reports received from campus offices, file notes, file lists, and organizational charts.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Position descriptions:

Retain 2 years in office, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

ADVANCED PLACEMENT SUMMER INSTITUTE FILES

This series contains photocopies of annual reports sent to Office of Vice-Chancellor, campus and off-campus correspondence, master forms, campus and off-campus near-print informational material, file notes, telephone message sheets, galley proofs, file lists, and evaluations received from teachers.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Master forms: Record (master) copy: Retain permanently in office. Duplicates:

Retain in office while active, then destroy by landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

AFFIRMATIVE ACTION REPORTS

This series contains reports received from Human Resource

Management.

RETENTJON: Retain in office while active, then destroy by

landfill.

 

ASEP ENGLISH COORDINATOR FILES

This series contains campus correspondence, campus near-print informational material, procedural guidelines, file lists, NCR copies of Midterm Grade Sheets sent to Student Records and Registration, NCR copies of Final Grade Sheets sent to Student Records and Registration, grade appeals, Self-Evaluations, papers, examinations, essays, and photocopies of essay test results.

RETENTION: Class records: Retain in office 1 year after term distributed, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

ASEP MATH COORDINATOR FILES

This series contains NCR copies of Class Lists received from Student Records and Registration, NCR copies of Grade Sheets received from Student Records and Registration, pass rates, class schedules received from Student Records and Registration, student evaluations, student examinations, and file notes.

RETENTION: Retain in office 1 year after term distributed, then destroy by shredding then landfill.

 

ASEP READING COORDINATOR FILES

This series contains NCR copies of Grade Reports received from Student Records and Registration, Grade Books, computer-generated NDE Test Scores received from Measurement and Evaluation Center, and NCR copies of Class Rosters received from Student Records and Registration.

RETENTION: Retain in office 1 year after term distributed, then destroy by shredding then landfill.

 

BUDGET PREPARATION FILES

This series contains campus and off-campus correspondence, computer-generated Requests for Budget Adjustments received from Accounting Services, photocopies of Per-2 Personnel Appointment forms sent to Human Resource Management, photocopies of Per-17 Turn-Around Documents sent to Human Resource Management, computer-generated Preliminary Budgets received from Budget and Planning, Full-time Teacher Equivalencies Table received from Budget and Planning, computer-generated Budget Forms A and B received from Budget and Planning, and file lists.

RETENTION: Personnel reports: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Budget records: Retain 3 years in office, then destroy by recycling.

 

BUDGET TRANSACTION REFERENCE NOTEBOOKS

This series contains campus correspondence, off-campus near-print informational material, computer-generated Monthly Ledger Sheets received from Accounting Services, original copies or photocopies of student assistant timesheets sent to Human Resource Management, photocopies of Classified Timesheets sent to Human Resource Management, Departmental Timesheets, computer-generated Payroll Check Distribution Reports received from Human Resource Management, Requests for Authorization to Travel, TAG forms, NCR copies of Requests for Quick Copy Service sent to Duplications, and the following sent to Accounting Services: photocopies of Internal Transactions, photocopies of Travel Expense Vouchers, photocopies of Purchase Orders, and photocopies of Check Requests.

RETENTION: Retain 2 years in office, then 5 years in Records Center, then destroy by shredding then landfill.

 

CAREER ORIENTATION PLACEMENT AND EVALUATION SURVEYS

This series contains survey sheets.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

 

CHECK FILES

This series contains annotated computer-generated Mailing Lists

received from Human Resource Management and procedures lists.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

CLASS MANAGEMENT REPORTS AND SPRING TESTING REPORTS

This series contains computer-generated Class Management Reports received from Administrative Information Services and computer-generated Spring Testing Reports received from Administrative Information Services.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

CLERK REFERENCE FILES

This series contains photocopies of campus correspondence, campus near-print informational material, and file notes.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

COMMITTEE FILES

This series contains photocopies of meeting minutes received from campus offices, draft copies of policy statements, and file notes.

RETENTION: Retain in office while active, then destroy by recycling.

 

DEAN WORKING FILES

This series contains campus correspondence, photocopies of

Requests for Budget Adjustments sent to Budget and Planning, and

speeches.

RETENTION: Retain 5 years in office, then transfer to University

Archives.

 

DEPARTMENT ADMINISTRATIVE FILES

This series contains campus correspondence, off-campus near-print informational material, policy statements received from Office of the Chancellor, Position Descriptions received from off campus, computer-generated Application Statistics received from Admissions, computer-generated Enrollment Summaries received from Admissions, computer-generated Grade Study of Male and Female Students received from Budget and Planning, computer-generated Grade Distribution Reports received from Student Records and Registration, file lists, file notes, and organizational charts.

RETENTION: Retain 5 years in office, then transfer to University Archives.

 

DEVELOPMENTAL EDUCATION FILES

This series contains campus and off-campus correspondence computer-generated Pre-Registration Schedules received from Admissions, proposals, and file notes.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Proposals: Retain 3 years in office, then destroy by recycling. All other contents:

Retain in office while active, then destroy by recycling.

 

DEVELOPMENTAL EDUCATION NOTEBOOKS, 1977-1980 (OBSOLETE)

This series contains photocopies of reports sent to Board of

Regents and correspondence.

RETENTION: Transfer to University Archives.

 

DOCUMENTS PAID DURING THE PERIOD

This series contains computer-generated Documents Paid During the

Period received from Accounting Services.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

ELECTRONIC SPREADSHEETS

This series contains spreadsheets that are recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form. RETENTION: a) When used to produce hard copy that is maintained in organized files: Delete when no longer needed to update or produce hard copy. b) When maintained only in electronic form:

Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule. If the electronic version replaces hard copy records with differing retention periods, and agency software does not readily permit selective deletion, delete after the longest retention period has expired.

 

FACULTY AND STAFF PERSONNEL FILES

This series includes but may not be limited to photocopies of resumes, photocopies of rejection letters, photocopies of appointment forms sent to respective LSU college or school, photocopies of evaluations, photocopies of step increase forms received from Human Resource Management, photocopies of leave slips, photocopies of job descriptions sent to Human Resource Management, and vitae received from off campus.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

 

FACULTY AND STUDENT AWARDS FILES

This series contains campus and off-campus correspondence and file notes.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

FINANCIAL AID APPEALS

This series contains Financial Aid Appeals received from students.

RETENTION: Retain in office 5 years after award year has ended, or until resolution of any federal audit questions, then destroy by shredding then landfill.

 

FOLLOW-UP FILES

This series contains photocopies of campus correspondence, photocopies of invoices received from off campus, file notes, and computer-generated Office Supply Catalog received from Campus Stores.

RETENTION: Retain in office while active, then destroy by recycling.

 

FRESHMAN SURVEYS

This series contains Freshman Surveys received from Measurement and Evaluation Center.

RETENTION: Retain 3 years in office, then destroy by shredding then landfill.

 

GENERAL INFORMATION FILES

This series contains campus and off-campus correspondence, computer-generated Inventories of Office Equipment received from Property Control and campus and off-campus near-print informational material.

RETENTION: Inventories: Retain 1 year in office, then destroy by landfill. Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

GRADUATE ASSISTANTS FILES

This series contains campus correspondence, computer-generated Per-17 Turn-Around Documents sent to Human Resource Management, and evaluations.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

 

INVENTORY CARD FILE

This series contains inventory cards.

RETENTION: Retain in office while active, then destroy by

landfill.

 

JUNIOR DIVISION STUDENTS BY MAJOR REPORTS

This series contains computer-generated Junior Division Students

by Major reports received from Administrative Information Services.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

LEAVE FILES

This series contains LSU-5 Attendance and Leave Records,

computer-generated Leave Tracking Reports received from Human

Resource Management, Applications for Leave, and Leave Variance

Reports.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

 

LEAVE TRACKING REPORTS

This series contains computer-generated Leave Tracking Reports received from Accounting Services.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

LIST OF SPRING TESTING SCORES AND UNDERGRADUATE FRESHMEN LIST

This series contains computer-generated lists received from

Administrative Information Services.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

LONG-DISTANCE BILLS

This series contains photocopies of Long-Distance Bills received

from Telecommunications.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

LSU CATALOGS

This series contains LSU Catalogs.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

MAILING LISTS AND SPACE INVENTORY REPORTS

This series contains computer-generated Mailing Lists received

from Human Resource Management and computer-generated Space

Inventory Reports received from Facility Development.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

NACADA REGISTRATION FORMS

This series contains registration forms.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

NATIONAL ACADEMIC ADVISING ASSOCIATION FILES

This series contains correspondence and off-campus near-print

informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

NEAR-PRINT INFORMATIONAL MATERIAL

This series contains campus and off-campus near-print informational material.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

PARENT CAMPAIGN NOTEBOOK

This series contains Parent Campaign forms.

RETENTION: Retain 3 years in office, then destroy by recycling.

 

PARENT ORIENTATION FOLLOW-UP CARD FILE

This series contains cards with names, addresses, etc.

RETENTION: Retain in office while active, then destroy by

landfill.

 

PERSONNEL ACTIVITY REPORTS

This series contains computer-generated Personnel Activity

Reports received from Human Resource Management.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

PLACEMENT RESULTS

This series contains computer-generated Placement Results

received from Administrative Information Systems.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

POLICY STATEMENTS AND PROCEDURAL GUIDELINES

This series contains photocopies of policy statements received from Office of the Chancellor and procedural guidelines received from campus offices.

RETENTION: Retain in office until superseded, then destroy by recycling.

 

PRE-ENROLLMENT COUNSELING SUMMER APPOINTMENT FILES

This series contains photocopies of Per-3 Personnel Status Changes sent to Human Resource Management, photocopies of Per-17 Turn-Around Documents sent to Human Resource Management, and computer-generated Extra Compensation forms sent to departments.

RETENTION: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

 

RANKING REPORTS

This series contains computer-generated Ranking Reports.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

RECEPTIONIST REFERENCE FILES

This series contains campus near-print informational material and file notes.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

REGISTRATION INFORMATION FILES

This series contains campus and off-campus correspondence and campus near-print informational material.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. All other contents: Retain in office while active or until superseded, then destroy by landfill.

 

REPORTS, 1982-1985 (OBSOLETE)

This series contains computer-generated reports received from

Administrative Information Services.

RETENTION: Destroy by landfill.

 

RETREAT FILES

This series contains campus and off-campus near-print informational material and file notes.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

SCHOLARSHIP FILES

This series contains correspondence, photocopies of meeting minutes received from campus offices, campus and off-campus near-print informational material, and file lists.

RETENTION: Retain 5 years in office, then destroy by shredding then landfill.

 

SECRETARY REFERENCE FILES

This series contains photocopies of campus correspondence, campus and off-campus near-print informational material, and procedural guidelines.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

SECRETARY WORKING FILES

This series contains photocopies of campus and off-campus correspondence, photocopies of meeting minutes received from campus offices, campus near-print informational material, policy statements received from Office of the Chancellor, procedural guidelines, file notes, file lists, and Self-Study reports.

RETENTION: Retain in office while active or until superseded, then destroy by landfill.

 

SLIDES NOTEBOOK

This series contains slides.

RETENTION: Retain permanently in office.

 

SPREADSHEETS ON BUDGET REPORTS

This series contains computer-generated Spreadsheets on Budget reports.

RETENTION: Retain in office until superseded, then destroy by landfill.

 

SPRING TESTING APPLICANTS AND SPRING TESTING TEST SCORES

This series contains computer-generated reports received from

Administrative Information Services.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

SPRING TESTING APPLICATIONS

This series contains Spring Testing Applications.

RETENTION: Retain 3 years in office, then destroy by shredding

then landfill.

 

SPRING TESTING FILES

This series contains Profile of Academic Abilities received from Measurement and Evaluation Center, Recommendation Forms, Parent Orientation Registration Forms, NCR copies of class registration schedules received from Student Records and Registration, NCR copies of Advance Standings sent to Student Records and Registration, and T-Shirt Order Forms.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

SPRING TESTING INFORMATION FILES

This series contains campus and off-campus correspondence, campus and off-campus near-print informational material, photocopies of bills sent to Accounting Services, schedules, file notes, photocopies of Spring Testing Exception Reports, and photocopies of Requests for Budget Adjustments sent to Accounting Services.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then landfill. Near-print informational material: Retain in office while active or until superseded, then destroy by landfill. All other contents: Retain 3 years in office, then destroy by recycling.

 

SPRING TESTING REPORT FILES

This series contains computer-generated Spring Testing Results received from Administrative Information Services and computer-generated Composite List of Freshmen Invited to Spring Testing received from Administrative Information Services.

RETENTION: Retain 3 years in office, then destroy by landfill.

 

SPRING TESTING RESULTS BY HIGH SCHOOL

This series contains computer-generated Spring Testing Results by

High School received from Measurement and Evaluation Center.

RETENTION: Retain in office until superseded, then destroy by

recycling.

 

STUDENT AND STAFF TIMESHEETS NOTEBOOKS

This series contains timesheets sent to Human Resource Management.

RETENTION: Staff timesheets: Record (master) copy: Retain in office 2 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill.

Duplicates: Retain in office until summarized, then destroy by shredding then landfill. Student timesheets: Record (master) copy: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then landfill. Duplicates: Retain in office until summarized, then destroy by shredding then landfill.

 

STUDENT ASSISTANT FILES

This series contains campus correspondence, campus near-print informational material, evaluations, file notes, computer-generated Student Employment Processing Forms sent to Human Resource Management, and file lists.

RETENTION: Retain in office 3 years after termination or until final disposition of charge or civil action, then destroy by shredding then recycling.

 

TUTORIAL RECAP NOTEBOOK

This series contains campus correspondence and file lists.

RETENTION: Correspondence: Retain 5 years in office, then destroy by shredding then recycling. All other contents: Retain in office while active, then destroy by recycling.

 

WORD PROCESSING FILES

This series contains documents such as letters, messages, campus correspondence, reports, handbooks, and manuals recorded on electronic media such as hard disks or floppy diskettes a) when they are used to produce hard copy that is maintained in organized files or b) when they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by that LSU Retention and Disposal Schedule.

RETENTION: a) When they are used to produce hard copy that is maintained in organized files: Delete when no longer needed to create a hard copy. b) When they are maintained only in electronic form and they duplicate the information in and take the place of records that would otherwise be maintained in hard copy, provided that the hard copy has been authorized for destruction by the LSU Retention and Disposal Schedule: Delete after the expiration of the retention period authorized for the hard copy by the LSU Retention and Disposal Schedule.

 

WORK REQUESTS

This series contains photocopies of Work Requests sent to

Facility Services.

RETENTION: Retain 3 years in office, then destroy by recycling.